Monday, December 5, 2016

Collect Signatures for Contracts, Quotes, and Proposals using HelloSign

In today’s internet-driven world, the possibilities of improving your business processes are endless. From marketing to sales to customer service, you can deliver a much better customer experience by leveraging online tool.

One great tool you can use to collect fast and secure e-signatures is HelloSign. With HelloSign you can handle all of your signatures under one roof using a legally binding platform that allows your customers to sign documents from virtually anywhere.

Add WebMerge to your processes and you can automate all of your paperwork with the click of a button. With WebMerge you can setup automation to populate templates with data from your favorite CRM, online form, internal system, etc to generate professional documents (contract, invoices, letters, and more).

Plus, you can instantly send these documents to HelloSign for e-signature without having to upload any documents or send out any links to your customers. WebMerge and HelloSign handle everything for you!

In this example, we’re going to show you how to use WebMerge to generate a contract from Salesforce for a deal we have closed and then collect the customer’s signature using HelloSign.

To get started, we’re going to setup our contract template using a Word document. Inside our Word document, we’re going to add our boilerplate contract details and then we’re going to add merge fields for the spots in our document that we’d like our deal information to go.

These merge fields are just like any other text in our document and look like {$FirstName}, {$CompanyName}, {$Amount}, etc.

Here’s what our contract template looks like:

Since we’ll be collecting a signature for this contract using HelloSign, we need to define where we want the signature to go in the document. HelloSign has “Text Tags” that you can use to indicate the spot in the document that you want to place the signature (more info). These text tags are just text and they look like: [sig|req|signer1]

After we have our template finished, we’re ready to upload it to WebMerge. From the Documents page in WebMerge, click the New Document button and then enter a name for the document. On the next step, you’re going to pick Office Document as the document type and then pick the file from your computer.

Once you have uploaded your template, you’re going to be taken to the Setting tab. On this page you’re going to be able to customize various settings like the type of file that is generated and the name of the file. For this example, we’re going to be generating a PDF and then we’re going to include the name of our deal in the file name.

After we’ve updated our settings, we’re ready to setup the delivery of our document to HelloSign so that the contract is automatically sent out for signature. Head over to the Deliver tab and click the New Delivery button, then select HelloSign from the list.

You’ll be asked to enter your HelloSign API Key (which you can find in your HelloSign Account), then you’ll need to define the name and email address of the signer. We’re going to be using merge fields for the signer’s information because it will be coming from Salesforce.

After you have saved your HelloSign settings, you’re all done with the setup inside WebMerge and we’re ready to setup the integration with Salesforce so we can generate this contract with the click of a button.

If you haven’t already, install the WebMerge Managed Package from the AppExchange and run through the setup process.Inside Salesforce, we’re going to setup a new Mapping for the contract we setup. Under the WebMerge Mappings tab, click New WebMerge Mapping.

We’re going to give the Mapping a name “Contract” and then we’re going to choose the Opportunity object as our primary object where the data will come from. Then we’ll pick the contract template that we setup in WebMerge and continue.

Next, we’re going to be taken to a page where we can map the fields from our Opportunity object to the merge fields in our contract. For each of the merge fields, you’ll need to match up the corresponding Salesforce field. This tells the system how to send your data over to WebMerge so that it is placed in the proper spot in your template.

Once you have all of the fields matched up, go ahead and save and activate the mapping. You’re now ready to merge a contract!

Go ahead and pick on of your Opportunities and then click on the WebMerge button on the record detail page.

When you click the WebMerge button, it will send the data from your Opportunity over to WebMerge, your contract will be generated, and then the contract will be sent over to HelloSign for signature. It’s that easy!

Here’s what our contract looked like ready to sign in HelloSign:

Congrats, you’re all done! You can now automatically populate all types of documents using WebMerge and collect signatures with HelloSign. Can you think of any other ways that you could use WebMerge to simplify your paperwork process?